Administrative Assistant to the Executive Director of Student Affairs

Administrative Assistant I

Provide clerical support for the office of the executive director of student affairs. Organize and manage the routine work activities of the legal department and administrative support to the Executive Director of Student Affairs. Support the superintendent's office as needed.

Qualifications:

• College hours preferred, high school diploma or GED
• Proficient typing and word processing/computer skills
• Knowledge of file management systems
• Efficient use of 10-key, copier, fax
• Attention to detail
• Ability to create and modify spreadsheets
• Excellent organization, communication, and interpersonal skills
• Flexible in work situations
• Capacity to learn, oversee, and manage network software system
• Ability to organize, self-motivate, meet deadlines and handle interruptions
• Willingness to follow directions and work well with others
• Maintain confidential information
• Three years secretarial or administrative support experience, preferably in a public education environment

Major Responsibilities and Duties:

1. Provide administrative support for the executive director of student affairs and legal department.
2. Keep administrators informed of appointments, deadlines, meetings, luncheons, and reminders.
3. Provide administrative support for grievance and complaint processes, including:
• Maintaining the database and filing system;
• Calendaring deadlines and ensuring District compliance with deadlines;
• Reviewing material and redacting as appropriate;
• Informing parties of procedures and obligations;
• Coordinating with campuses, departments, and parties to gather documents;
• Sending timely notices to parties;
• Researching statutes, rules, regulations, and policies; and
• Preparing the official record of grievances and complaints for Board of the Trustees, appeals, and authorities
4. Serve as resource person to campus administrators and employees on parent/student complaint/grievance process and the Title IX process.
5. Schedule meetings, hearings, conferences.
6. Schedule and make travel arrangements.
7. Prepare regular and special reports as requested by the administration.
8. Read written materials to detect and correct errors in spelling, punctuation, and syntax.
9. Provide design and editing support for correspondence, presentations, and documents.
10. Assist with maintaining an inventory of office supplies.
11. Support and maintain office budget, including:
• Preparing the working budget for the office;
• Supporting budget development and management for the office;
• Providing regular reports on budget expenditures; and
• Maintaining all records, tracking use, submitting invoices, and making payments.
12. Assist with special projects.
13. Maintain confidentiality of privileged and confidential information.
14. Respect and maintain the privacy rights of students, staff, and employees.
15. Other duties as assigned

Supervisory Responsibilities: N/A

Equipment Used: Personal computer, printer, fax machine, copier, calculator, and shredder.

Working Conditions: Maintain emotional control under stress, work with frequent interruptions. This position requires occasional prolonged and irregular hours. Repetitive hand motions and prolonged use of computer. Position requires frequent bending, stooping, twisting, pulling, overhead reaching, sitting, and keyboarding. Position requires the ability to lift 25 pounds to waist high.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned, alternative methods of performing your duties, or skills that may be required.